The Lehigh Valley One-Stop Title I Services Provider RFP

1. The Lehigh Valley • One-Stop • Title I Services Provider • RFP

2. Introduction • The LVWIB is seeking a single proposer to provide • WIA Title I services • EARN – welfare services starting 7/1/13 • Title V Older Worker Services • Discretionary grants if awarded and requiring one-stop core and intensive services

3. Selected Service Provider Responsibilities • Management and delivery of Title I services under the Workforce Investment Act • Coordinated with the one stop consortium operator • Delivered in accordance with the LVWIB workforce delivery system model (RFP Attachment 1) • Based on allocation, services may be provided • Through use of technology • Training of partner staff • Out-stationing of staff or • Using a satellite office for the recruitment and case management of the participants on-site.

4. Selected Service Provider Responsibilities • Case management of WIA and EARN participants • Referral of WIA participants to occupational Skills training • Referral of EARN participants to work activities and unsubsidized job placement • Referral of WIA participants to On the Job Training • Placement of WIA participants into unsubsidized jobs • Exceeding WIA and EARN performance measures by a minimum of 5%. 4

5. Accessing the RFP & RFP Due Date • Download the RFP from the LVWIB website www.LVWIB.org • RFP’s will not be accepted after the due date • Due Date – Noon, Thursday, 11/8/12 • All proposals will remain on file for 3 years • If negotiations fail or • The provider fails performance

6. RFP Response Submission • US Mail, Courier or hand-delivered • Note mail address is to PO Box • Hand deliver to LVWIB Office • Faxed or electronically transmitted proposals will not be accepted • RFP’s should be marked “Response to WIA Title I Operator Services”

7. Questions and Updates • All RFP updates will be posted on the LVWIB website • Questions regarding the RFP must be emailed to lvwib@lvwib.orgby November 2, 2012 • Generally answers are posted within 3 days • Today’s questions will be posted after the conference • Personal calls to LVWIB staff will not be answered • It is proposer’s responsibility to visit the website and access updates and responses to questions

8. Title I Provider - Core Services • Must be coordinated with the LVWIB consortium operator • PA Bureau of Workforce Development Partnership (BWDP ) • Office of Vocational Rehabilitation • The LVWIB – this is WIB staff • There is a one-stop administrator selected by the three consortium membersresponsible for: • Opening and closing the one-stop • Functional supervision of Commonwealth and Non-Commonwealth staff • This is a state required position and will move to the LVWIB payroll

9. Core Services • General orientation to the one-stop and a WIA orientation • Self-help or assistance services • Information on services available through triage and assessment based on Career Pathways • Initial assessment including the need for support services • Outreach, recruitment, intake, of WIA adults and dislocated workers • WIA eligibility determination • Referral to WIA intensive services • The publication of job and labor market information • Publication of performance and cost information on training providers in the community available

10. Core Services • Provision of KeyTrain® testing or alternative options • Referral as appropriate to one-stop partners • Referral of individuals for financial aid • One-stop resource room services with shared partner staffing • Rapid Response Services • Employer recruitments, pre-screening and job matching • Specialized workshops • Flex hours - currently the one-stops are open late on Wednesdays

11. Intensive Services • One-on-one services to individuals unable to find a job through core services • Case managers – Job and career counseling • Determine critical gaps in services • Coordinate needed services • Data entry and tracking of clients • Follow up • Services to participants currently enrolled

12. Intensive Services • Comprehensive and special assessments • Development of Individual Employability and Career Pathways Plans. (Appendix 1 & 2) • Identification of participant employment barriers • An economic analysis to develop an employment goal • Assistance in accessing computer based technologies • Job Club • Job development, placement and replacement • Referrals to occupational skills training • Assessment and award of support services • Timely data entry

13. Training • First 6 months - Referrals to training of • 50 new WIA adults - $250,000 (LVWIB Budget) • 100 new dislocated workers -$400,000 (LVWIB Budget) • Currently have NEG OJT Grant included in the $400,000 • Training • OJT, ITA’s and work experience for the long term unemployed • LVWIB will pay for training but proposer will obligate the funds

14. Business Services LVWIB One Stop • Job orders and CWDS entry • Prescreening, job matching and referral • Job Development and Placement • Employer recruitment and job fairs • OJT contracting • Talent inventory • Develop work experience sites and match sites to candidates • Employer CWDS / JobGateway training • Marketing & Materials • Work experience contract development • Development and oversight of OJTs • Industry Partnerships • Media placements • Economic Development • Labor market information • Community and business outreach

15. Staffing • There are currently 19 one-stop WIA and Title V staff • Proposer may determine whether they want to retain the staff • All current staff serving participants must be interviewed • If not selected, staff must be offered dislocated worker services

16. Location, Funding, MIS, Term • Currently at 1601 Union Blvd • $900,000 • Data entry will be the providers responsibility with reports to LVWIB • Contracts will be through 2014 and renewable for 3 additional one year periods • Record retention – participant and fiscal for up to six years after program year for monitoring and auditing

17. WIA Performance

18. The RFP Response • Why not let everyone hand in their RFP response in any format they want? • Primary reason – we want responses to be easy for reviewers to read • Consistency – large and small organizations are equal • Easy to find the information • Easy to copy • Easy for reviewers to make notations if they want • There is a copy for each reviewer and copies for the file

19. The RFP Response Package • The Application, Attachment 3and all required forms • Single-spaced, single-sided on 8.5” inch x 11” paper • Arial 12 point (some tables have smaller fonts) • 1 inch margins • Number each page sequentially in the footer 8 pitch • Page numbers should be consecutive from beginning to end do not to be paginated by sections • One original and 15 copies with all attachments

20. The RFP Response Package • All applications must be submitted in a three ring binder • Each individual copy should be in its own binder– a responsiveness criteria • Respond to every question • Do not reference a previous response • No reader/evaluator will remember the earlier answer • No reader/evaluator wants to leaf back and forth through the proposal response more than necessary • Start each section on a new page

21. The RFP Response • Download the application and type responses directly under the questions • Do not reformat the questions • Do not make them a different color • Do not place questions to the side of your answer or otherwise change the design of the page including reducing the font size • Do not renumber the questions • The rating sheets are keyed to the question numbers • Raters will not be able to find your responses if you change the numbering system

22. The Budget • Use the budget sheets provided – they are in excel and automatically calculate sums • Make sure you limit • Administration to 5% • Profit – 8% • Direct charge all overhead unless you have a current indirect cost rate agreement with the feds • Proposers will be responsible for managing their own fiscal operations • Books and records must be available in the workforce area • All miscellaneous expenses must be explained

23. Budget and Contract • The contract will be cost reimbursement. • Costs detailed in the budget are reimbursed upon submission of supporting documentation • Costs must be allowable to be reimbursed • No advance payments • No proprietary purchases

24. Proposal Order Documents • Completed ProposalApplication • Organization Chart • Two Credit References • Work Activity Schedule • Staff resumes or position qualifications • Budget Forms Attachment 4 • Federal and State FormsAttachment 5 • Reference FormAttachment 6 • Copy of most recent Audit or Financial Statement

25. Cure Process • Discretionary • To cure minor omissions • This process is a courtesy • Corrections must be within 48 hours of email notice to the contact named in the application • Failure to respond will result in a “fatal flaw” • LVWIB is not responsible for notification of any omissions or errors • Applicants are responsible availability via e-mail during this cure period

26. Selection • Responsive proposer(s) will be asked to make a presentation to the RFP Review Committee • Proposals will be reviewed by staff for responsiveness and substance • Proposer(s) should not contact LVWIB employees, board members or elected officials during the review process to avoid • Conflicts or the appearance of conflicts • undue influence over the process • This can result in the disqualification of the proposal

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